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Home My WebLink About6 Computer Purchase Agenda Item # &P ___ DONNER Public Utility Distri Memorandum To: Board of Directors From: Ian Fitzgerald Date: March 21, 2007 Subject: Field Computer Purchase 1. Why this matter is before the board: Twelve (12) pen-tablet computers, in the 2007 budget, are slated to replace six (6) older pen-tablet computers unable to run today's software, and to extend our field computer inventory to eighteen (18) units. Although computer hardware is not required to be bid (see previous resolution 9902), the total amount of the purchase does require the purchase to be brought before the board for review and acceptance. 2. History: TDPUD crews have been using field computers running GIS software for 4 years now. Our GIS software has matured significantly, moving from a MapObjects platform to the new ArcEngine platform, which is more computer resource intensive, while providing more information, and better tools for our crews like tracing, navigation, redlining, and now inspections. Six (6) of our pen-tablet computers have run their Iifespan coarse. These computers are no longer able to run our field GIS software at an acceptable speed for crews. In fact, due to their slowness, many crews have stopped using these older computers, effectively limiting our field GIS use to just six(6) new model computers, Laptops are a few years behind the desktop, meaning that their Iifespan will begin to increase over the next few years, like desktops have in the past. Our first generation pen-tablets Iifespan was just over 2 years, our second generation may be between 3 and 5, where this newest generation may very well be over 5 years. 3. New information: Four (4) quotes, procured independently and separately from Hewlett-Packard and HP Re-sellers, are provided to show the price for these computers under the WSCAII State of California contract. Although there are slight price differences within the quotes themselves, I believe that competitive bidding would not produce any better pricing as seen with these quotes. Company Cost/Unit Multibay Total before Tax HP $2158.00 $229.00 $26,125.00 ANS $2158.00 $229.00 $26,125.00 IT Solutions $2165.00 $204.00 $26,184.00 Computerland $1894.38 $220.28 $22,952.84 HP Website* $2429.00 $229.00 $29,377.00 *The HP Website quote does not use WSCAII pricing to show our savings with WSCAII pricing. We have tested our software needs with the proposed computer we wish to purchase and the performance is immensely better than anything we have seen in the past. We expect an increase use of the GIS software by TDPUD crews with the purchase of these computers, as well as the new ability to capture and maintain utility inspections within the GIS database, as opposed to paper format we use now. 4. Recommendation: The purchase of twelve V(894314400 HP n the amount olets from Computerland,f$22,952 84, plus taxes, located at 1315 Greg Street, #103 Sparks, N Attachments: Excerpt from Resolution 9902: Dispensing with bidding for Hardware HP List Pricing via HP Website HP Price Quotation (WSCAII) Provided by: Danny Evans ANS Price Quotation (WSCAII) Provided by: Angela Moore IT Solutions Price Quotation (WSCAII) Provided by: Melissa Runnels Computerland Price Quotation (WSCAII) Provided by: Mike Zook 2 Truckee Donner Public Utility District PO BOX 309 Truckee,CA 96160 (530)582-3952 HP Tablet TC4400 quote HP Big Deal# Ship to Address: Reseller Agent Truckee Donner Public Utility District ComputerLand-Partner ID 0019080001 11570 DONNER PASS RD 1315 Greg St.#103 Truckee,CA 96160 Sparks, NV 89431 Attn: Ian Fitzgerald a! r &. e a i jl �FP3� C i )Ctok'riCt# f$enttiBtl G Ir $396.50 EN376AV HP Compaq TC4400 Base Unit 958.60 EN402AV Windows XP Tablet TC4400 O/S 12 $$0.30 $9$ .60 60 EY044AV MS XP Logo-2 Label 12 $6.02 92.24 EN062AV 65W 4400 Hardware Kit 12 455.77 $469.24 24 RF977AV Intel Core 2 Duo Processor 2.16GHz,4M6 cache 12 $4$0.80 $5,4$9.60 EN847AV Intel Centrino Duo Label 12 57.25 87.00 EN038AV 2048MB 667DDR2 4400 Module,2 DIMM 12 $$99.32 $1,191.84 EN042AV 80GB 540ORPM FX 4400 Hard Drive 12 297.17 $1,56 .04 EN395AV 12.1 XGA TFT XGA WVA Enhanced Outdoor-viewable Display 12 $$20.03 $$240.36 EN382AV 56K MDC TC4400 Modem 12 $20.03 $480.60 EN044AV 6 Cell 55WHR 4400 Battery 12 $20.03 $240.36 EN061AV DualPoint 4400 Keyboard 12 $32.03 $384.48 EN389AV 802.11a/b/g TC4400 MOW-1 Wireless Card 12 $79.30 $951.60 EN396AV 3/3/0 TC4400 US Warranty 12 $79.30 $951.60 Subtotal $1,894.38 $22,732.56 PA509A#ABA External MultiBay II Cradle(USB 2.0) 1 $62.48 $62.48 PA851 UT Multi II DVD+/-RW 1 $157.80 $157.80 Total $220.28 $22,952.84 3/12/2007 Truckee PUD Tablet Big Deal.xls 11:34 AM LN PRICE QUOTATION Page 1 of 2 Quote Number: 1173272 ianfitzgerald@tdpud.org January 31,2007 Provided by: Danny Evans Contract:CA-STATE OF CALIFORNIA(WSCAII)(A63309-CA) Product availability and product discontinuation is subject to change without notice.The prices in this quotation are valid for 30 days from quote date above.Please include the quote number and contract from this quote on the corresponding purchase order. Group: 1 HP Compaq tc4400 Tablet PC 12 $2,158.00 $25,896.00 EN376AV Product-HP Compaq tc4400 Tablet PC EN402AV#ABA Operating system-Genuine Windows®XP Tablet PC Edition EY044AV VISTA label-Microsoft®Vista Ready Label EN062AV#ABA Form factor-Ultramobile form factor RF977AV Processor-Intel®CoreTm2 Duo Processor T7400 (2.16GHz,4MB cache,667MHz FSB) EN847AV Processor labels-Intel®Centrino®Duo Label EN038AV Memory-2048MB(667MHz, DDRII memory,2 DIMM) EN042AV Hard drives-80GB Hard drive(5400 rpm) EN395AV Display-12.1-inch TFT XGA WVA Enhanced Outdoor-viewable Display with Fingerprint Reader EN382AV Modem-56K Modem Network card-10/100/1000 NIC EN044AV Battery-6-cell high capacity Lithium Ion internal battery Pointing device-Digital Eraser Pen with tether and clip EN061AV#ABA Keyboard-Keyboard with Enhanced Dual Pointing Devices EN389AV Wireless hardware-Intel®Pro Wireless 3945ABG Network Connection Security-Embedded TPM 1.2 security chip EN396AV Warranty-Three year worldwide limited warranty 2. PA509A#ABA External MultiBay II Cradle(USB 2.0)—required for 1 $65.00 $65.00 external use of MultiBay II drives- 1 $164.00 $164.00 3. PA851A MultiBay II DVD+/-RW- $26,125.00 SUB TOTAL TOTAL PRICE : GET MORE FOR YOUR MONEY Make the most of your budget and protect against technology obsolescence. Lease these HP products with a purchase price of$26,125.00 for 36 months for as little as$826.07 per month.At the end of the lease,send the equipment back to HP Financial Services and upgrade to new technology or purchase the equipment at its fair market value.' Note: For detailed warranty information,please link to"URL"for more information www.hp.com/go/specificwarranlyinfo. Sales taxes added where applicable.Freight is FOB Destination. � Ordering Address: QUOTE Hewlett-Packard Company 4803 C10GM 02/26/07 10810 Farnam Drive Angela Omaha, NE 68154 �- - Destination Ordering Fax: 916.774.2654 W:� NET 30 CITY VENDOR CODE# Truckee Donner Public Utilities District Truckee Donner Public Utilities District - Ian Fitzgerald Ian Fitzgerald 11570 Donner Pass Road 11570 Donner Pass Road • •• Truckee, CA 96161 Truckee, CA 96161 Certified DVBEwi( 1 Coritified Lyj Small Business 94-1081436 Purchase Orders should be created to Hewlett-Packard and submitted via fax at 916.774.2654. The Purchase Order should include the ship to location,delivery date requirement,Allied Network Solutions HP Dealer ID(Allied Network Solutions Outlet ID#5726730001),the Contract Number(WSCA#A63309), and any other special requirements. DESCRIPTION PRICE 12 EN376AV HEWLETT TC4400 Notebook Tablet PC $2,158.00 $25,896.00 1 PA509A#ABA HEWLETT External MultiBay II $65.00 $65.00 1 PA851A HEWLETT MultiBay II DVD+/-RW- $164.00 $164.00 SubTotal Sales Tax $2,057.34 Shipping $0.00 Thank you very much, ANGELA MOORE Federal/Education Account Manager 916-774-2670 x115 916-606-6767 cell 916-774-2654fax Page 1 QUOTATION 4Z I . . Number - s01UtiOns 103211th Street AAAQ11039 A Modesto, CA 95354 - ' (209)578-9739 - f�nnertar�q�urx to e future � Fax 209 578-5463 01/30/07 . . AccountManager � Truckee Donner Public Utility District Truckee Donner Public Utility District Ian Fitzgerald Physical Address Melissa Runnels PO Box 309 11570 Donner Pass Road 209-338-3562 mmr (530)582-3952 Voice Fax • T6710 NET 30 1/30/2007 Freight Included I O;l, EN376AV HEWLETT PACK CTO ONLY TC4400 BASE UNIT 12 $2,230.00 $26,760.00 1 HP Compaq tc4400 Tablet PC EN376AV '667 -7k0 Genuine Windows®XP Tablet PC Edition EN402AV#ABA Microsoft®Vista Ready Label EY044AV Ultramobile form factor EN062AV#ABA Intel®Core1m2 Duo Processor T7400(2.16GHz,4MB cache,667MHz FSB) RF977AV Intel®Core"2 Duo Label RF141AV 2048MB(667MHz, DDRII memory,2 DIMM)EN038AV 80GB Hard drive(5400 rpm)EN042AV 12.1-inch TFT XGA WVA Enhanced Outdoor-viewable Display with Fingerprint ReaderEN395AV 56K Modem EN382AV Network card 10/100/1000 NIC 6-cell high capacity Lithium Ion internal battery EN044AV Pointing device Digital Eraser Pen with tether and clip Keyboard with Enhanced Dual Pointing Devices EN061AV#ABA Intel®Pro Wireless 3945ABG Network Connection EN389AV Security Embedded TPM 1.2 security chip Three year worldwide limited warranty EN396AV HP External Multi Bay II PF695AV#ABA 2 PA509A#ABA HEWLETT PACK EXTERNAL MULTIBAY II CRADLE 1 $65.00 $65.00 3 PA850A HEWLETT PACK MULTIBAY 11 CDRW/DVD COMBO 1 $139.00 $139.00 4 wsca WSCA II `Please make PO out to H-P Company using WSCA II Contract No. A63309. 1 Purchase order must refer to ComputerWare dealer ID#4043/Outlet ID# 0029820001 and HP quote#1199031 Remit to: Hewlett Packard Company P.O. BOX 6000 File 71195 San Francisco,CA 94160-1195 - - SubTotal 26,964.00 Sales Tax %7.8750 $2,123.42 Shipping Et Handling included Total $29,087.42 1 RESOLUTION NO. 9902 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE OF COMPUTER HARDWARE, SOFTWARE, TRAINING AND SUPPORT SERVICES TO PROVIDE FOR THE DISTRICT'S UTILITY BILLING AND FINANCIAL ACCOUNTING DATA PROCESSING NEEDS WHEREAS, in 1987 the District purchased an IBM System 36 computer and at the same time purchased software, training and support services from OrCom Systems, Inc.; and WHEREAS, in 1993 the District upgraded its computer system to an IBM AS400 in order to run the Orcom Systems, Inc. Classic utility billing and accounting software in a more efficient manner, and WHEREAS, Orcom Systems, Inc. has notified the District that effective on January 1, 2001 it will no longer support its Classic utility billing and accounting software; and WHEREAS, Orcom's Classic utility billing system is not capable of processing data to accommodate utilities operating in a deregulated electric market, nor is it capable of providing the more sophisticated billing features being offered by utility billing software currently on the market; and WHEREAS, Orcom Systems, Inc. has a replacement utility billing software package that is capable of processing data to accommodate utilities operating in a deregulated market and is capable of providing the more sophisticated billing features being offered by utility billing software, but at a very high price to the District, and WHEREAS, Orcom Systems, Inc. does not offer a replacement financial software package which would require the District to find a financial software package from another vendor, and WHEREAS, the utility billing and financial accounting systems provider must be able to provide installation of the hardware and software, conversion of existing data, documentation, operational training of both the hardware and software to District staff and subsequent support, and WHEREAS, the District staff has looked extensively for software that will meet its utility billing and financial accounting data processing needs preferably from a sole source vendor, and WHEREAS, the District has found a vendor who specializes in utility billing and accounting software that would fit the current and future needs of the District, and WHEREAS, the name of the company is Central Area Data Processing (CADP) which is a not-for-profit cooperative which operates for the sole purpose of providing services to its members; and WHEREAS, CADP offers its services in a tum-key manner for its Consumer Accounting, Cost Accounting, General Accounting and Engineering software called CAPS XL-Plus for a monthly fee; and WHEREAS, CADP's software applications utilize Cognos Corporation's fourth generation language, PowerHouse and Oracle's relational database structure which will better allow for interactivity with other District hardware and software; and WHEREAS, CADP's CAPS XL-Plus software only operates on a DEC Alpha Server, and WHEREAS, CADP has provided the District a quote for the purchase of a DEC Alpha Server along with all of the associated hardware that would be installed and would operate in and on such server, and WHEREAS, the District will have an ongoing service relationship with the provider of the hardware and software systems, in that the provider will have a direct link to the District's system for ongoing technical support, training and maintenance services; and WHEREAS, upon delivery of such hardware and software, CADP technicians will come to the District and install the hardware and software, and WHEREAS, various Califomia court decisions, including Graydon v Pasadena Development AQ ncy, 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage and the advertisement for competitive bids would thus be undesirable or impractical, a public agency may dispense with competitive bidding; and WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would not produce an advantage to the District, and the advertising for competitive bids would not produce an advantage to the District and would be undesirable, and WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek competitive bids in connection with the purchase of goods, and WHEREAS, the District finds that the computer hardware, software and support services more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good" and WHEREAS, the Public Utilities Code Section 16034 and Govemment Code Section 53060 provide that the District may, without competitive bidding, contract for special services and advice in financial, economic, accounting, engineering, legal, administrative, and professional matters if such persons are specially trained and experienced and competent to perform the special services required, and WHEREAS, since CADP would provide a sole source of purchase, installation, conversion, training and subsequent support and that the installation and conversion would be smoother and more efficient because of it. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above stated recitals as its findings. BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District finds that competitive bids for a DEC Alpha Server computer system and CADP's Consumer Accounting, Cost Accounting, General Accounting and Engineering software would be unavailing and would not produce an advantage to the District and the advertisement for competitive bids would not produce an advantage to the District and would be undesirable and costly. BE IT FURTHER RESOLVED that the District finds that computer hardware, software and support services more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good." BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the acquisition of the DEC Alpha Server computer system and associated hardware and software, and the District staff is authorized to purchase from CADP the necessary hardware, software and software licenses to operate CADP's CAPS XL-Plus software including costs for the hardware and software installation, data conversion and training services. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the third day of February 1999 by the following roll call vote: AYES: Aguera, Hemig, Maass, Sutton and Jones. NOES: None. ABSENT. None. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Peter L. Holz ist r, General Manager ATTES Susan raig, Deputy District Clerk